Clinical and Patient Services Administrator

Job Description:
Clinical & Patient Services Administrator

Job Title Clinical & Patient Services Administrator

Line Manager Clinical and Patient Services PA/Clinical Admin Lead

Contracted Hours 28 hrs per week (Monday to Friday – 5 days)

Location Wellbeing Office

Key Responsibilities

• To provide outpatient administrative support to the clinical and medical teams.
  

• To provide cross cover, as directed by the Clinical Administration Lead, to the wider Clinical

• To support the Clinical Administration Lead in the completion of duties as required.
  

• To administer purchase order requests and adhere to the purchasing process for the Clinical

Duties and Responsibilities

Provide Secretarial/Administration support within Clinical and Patient Services as directed
by the Clinical Administration Lead.



Admin Support for Outpatients

• Arrange Outpatient Appointments (OPAs) for all Clinical departments and

• Use an appointment book system to arrange outpatient appointments.

• Receive and record all internal referrals generated through OPAs and other patient

• Access medical notes using Welsh Clinical Portal (WCP) and Welsh Clinical

• Communicate to GPs, District Nurses, external health care professionals any update

• Facilitate any referrals from an OPA for Hospital and/or community services.

Reviewed August 2025 – Clinical and Patient Services PA

• Arrange transportation to and from the Hospice for Outpatients when necessary.

• Delivery of outpatient programmes communication to patients, including but not

Patient Records

• An admin Superuser for Electronic Patient Records – ePR in the Wellbeing team.

• Set up and amend patient records using ePR for Outpatients.

• Ensure a robust documentation system is maintained (paper, electronic, SharePoint).

• Ensure robust systems for filing, archiving and record destruction are in place.

• Organising meetings as directed by Clinical Administration Lead and take minutes, if

• Assist with the collection of management data.

• Plan and organise own workload but be responsive and flexible to urgent requests.

• Handle general enquires from Reception and the Clinical team and ensure Clinical

• Provide holiday cover /back up during busy periods for the Clinical Admin team

Administration of Purchase Orders

• To administer purchase order request for the clinical team.

• Ensure the purchase process is adhered to.

• Participate in regular annual reviews of individual needs for on-going education and

• Attend annual mandatory training appropriate to role and responsibilities.

• To undertake IT training and to maintain appropriate computer-based skills in order

General Requirements

This post is subject to the Terms and Conditions of employment of the Hospice as
specified in the staff handbook and contract

Competence

You are responsible for limiting your actions to those that you feel competent to undertake.
If you have any doubts about your competence during the course of your duties you should
immediately speak to your line manager / supervisor.

Risk Management

It is a standard element of the role and responsibility of all staff of the Hospice that they
fulfil a proactive role towards the management of risk in all of their actions. This entails the
risk assessment of all situations, the taking of appropriate actions and reporting of all
incidents, near misses and hazards. It is a requirement that you adhere to Nightingale House
Hospice Policies, Procedures, Protocols and guidelines at all times.

Health and Safety Requirements of the Hospice

All employees of the Hospice have a statutory duty of care for their own personal safety and
that of others who may be affected by their acts or omissions. Employees are required to
co-operate with management to enable the Hospice to meet its own legal duties including
attendance at mandatory training updates and also to report any hazardous situations or
defective equipment.

Data Protection and Confidentiality
The post holder must treat all information, whether corporate, staff or patient information,
in a discreet, secure and confidential manner in accordance with the provisions of the
current data protection legislation and organisational policy. Any breach of such
confidentiality is considered a serious disciplinary offence, which is liable to dismissal and /
or prosecution under statutory legislation and the hospice’s disciplinary policy. This duty of
confidence continues after the post holder leaves the organisation.

Records Management
As an employee of the hospice, the post holder is legally responsible for all records that they
gather, create or use as part of their work within the organisation (including patient health,
staff health or injury, financial, personal and administrative), whether paper based or on
computer. The post holder should consult the IG Lead if they have any doubt as to the
correct management of records with which they work.

Flexibility Statement

The content of this Job Description represents an outline of the post only and is therefore
not a final list of duties and responsibilities. The Job Description is therefore intended to be
flexible and is subject to review and amendment in the light of changing circumstances,
following consultation with the post holder.